Administrative Associate: Personal Investor Technology

The Vanguard Group • Charlotte, NC

14h • Hybrid

About The Position

Make an impact from day one We’re looking for a proactive, detail‑oriented professional who thrives in a fast‑paced environment . In this role, you’ll support a team of three or more specialists within a matrix leadership structure , ensuring seamless coordination, strong communication flow, and exceptional administrative support. You’ll join a collaborative Administrative Assistant team that values precision, partnership, and service excellence. This role is an opportunity to build foundational administrative expertise while gaining exposure to cross‑functional teams and senior leadership. Your work ensures that specialists and leaders remain focused on what matters most. By managing logistics, communication, and operations across a matrix team, you play a critical role in keeping the organization running smoothly and efficiently. This position offers significant exposure , hands‑on learning , and a strong pathway for growth into deeper administrative responsibilities.

Requirements

• Minimum 2 years of administrative or secretarial experience , preferably supporting a medium-to-large corporate department.
• High school diploma or equivalent; Associate degree or Secretarial School background preferred .
• Excellent communication skills, professional presence, and the ability to interact with leaders and cross‑functional teams.
• Strong organizational skills with demonstrated ability to prioritize multiple tasks in a fast‑paced environment .
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) for scheduling, communication, and document creation.
• Proven ability to coordinate travel and manage expense reporting with attention to detail.
• A collaborative mindset and a positive, service‑oriented approach to teamwork.

Responsibilities

• Calendar & Scheduling Management: Coordinate and maintain complex calendars for multiple specialists across a matrix structure, including scheduling meetings, tracking attendance, and ensuring proactive alignment of priorities.
• Meeting & Logistics Coordination: Schedule meetings, reserve locations, prepare materials, track attendees, and support execution of team-wide logistics.
• Travel & Expense Support: Arrange travel, assist with itineraries, submit expense reports, and coordinate catering or refreshments as needed.
• Administrative Operations: Prepare memos, correspondence, reports, presentations, and meeting minutes with accuracy and professionalism.
• Departmental Support: Order and inventory office supplies; support crew movement and facilities coordination through Planon as required.
• Documentation & Organization: Maintain digital and physical files, manage departmental calendars, and ensure documentation is current and accessible.
• Cross‑Functional Collaboration: Provide administrative support that represents PITech and its leaders with professionalism in all interactions.
• Special Projects: Participate in department initiatives, process improvements, and other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees